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Road & Trail Race Director MEMBERSHIP 

To have events covered under the Athletics Ontario Insurance Policy, race directors must register their organization with Athletics Ontario's by becoming a Race Organization member via  AthleticsREG 

 

Athletics Ontario (Insured) Race Organization Member: For race directors requiring Athletics Ontario insurance for their events and participants

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2026 Costs 

ATHLETICS ONTARIO RACE ORGANIZATION FEE STRUCTURE ​

TIER 1

0 - *199 Participants

$200 + 13% HST = $226.00

TIER 2

200 - *499 Participants

$400 + 13% HST = $452.00

TIER 3

500 - *999 Participants

$800 + 13% HST = $904.00

TIER 4

*1000+ Participants

$1,200+ 13% HST = $1,356.00

*NOTE:

  • A charge *$0.70 per participant over the participant tier max per year for AO day memberships, are tracked throughout the year and invoiced in December.

  • The participants per year under the participant tier max is included in the yearly Race Organization membership fee.

    • * per participant fee subject to change upon insurance rates (updated each April)​


ATHLETICS ONTARIO RACE ORGANIZATION MEMBERSHIP BENEFITS

  • Event Insurance Coverage: General Liability, and Accident Death and Dismemberment for members and/or day members.

  • Support: Provincial sport governing body support within municipalities as needed.

  • Run Clubs, Running Group Coverage: Your organization and all participants have insurance coverage under your policy so long as your participants are also AO members (day member fee below for Events only); and Group Run Safety Guidelines are followed.

  • Professionalism: Demonstration of professionalism as a Race Director.

  • Promotion: Enhanced event promotion through exposure on Athletics Ontario website and social media platforms, and at least one feature in weekly newsletter around the time of your event.

  • Discounts: 25% discount to Annual Race Director Summit.

  • Event Sanction Fee: Sanction application fee of $75.00 is waived for all annual races within your Affiliate membership (pending Race Sanction Application approval).


INSURANCE INFORMATION
Comprehensive insurance coverage for all of your events and activities including but not limited to: road/trail races, associated activities and events, and training groups (Insurance details can be found here); all Athletics Ontario Sanctioned road and trail events under each Athletics Ontario Race Organization.  


DIRECTOR & OFFICERS LIABILITY INSURANCE

  • If Directors and Officers Liability insurance is required (for Not-for-Profit Organizations with a Board of Directors), you must take out an Athletics Ontario ASSOCIATE Membership, obtain an annual police record check ,and complete NCCP Safe Sport module as outlined below:

    • Athletics Ontario ASSOCIATE Membership 

    • ASSOCIATE REQUIREMENTS:

      • Criminal Background Check - submission options:

        • Submit your own Background Criminal Record Check to office@athleticsontario.ca.

        • Submit at time of Associate Membership registration via Sterling Backchek. Athletics Ontario is pleased to offer a fast, convenient, and credible online method to request and obtain your police record check electronically, at the the time of registration, or upon expiration of your previously submitted police check. The type of check provided is a Criminal Record and Judicial Matters Check (CRJMC). 

      • NCCP Safe Sport – This module must be completed and valid. To register for this FREE online module, please visit https://thelocker.coach.ca/onlinelearning#SS

Race Sanctioning

  • The use of the Athletics Ontario Sanction logo on your race website and marketing materials indicates to your participants that your event successfully meets the AO Sanction Criteria and that your agree to abide by the corresponding safety standards. Upon completion of an AO Sanction Application and approval, you will receive a 2025 Sanction logo.

  • The sanction logo is valid ONLY for the year of the sanction application.

  • The cost for an Athletics Ontario Road & Trail Sanction is $75 per year (this fee is waived for Registered 2025 Athletics Ontario Race Organizations and Clubs).

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*Please note the addition of the AO Extreme Environment Guidelines in the Sanction Criteria.

 

**APPLY EARLY** Sanction applications can take up to 4 weeks to process. 

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EVENT Insurance

All road and trail running races / events that require insurance coverage under Athletics Ontario's Insurance Program:

 

PLEASE NOTE: Insurance Certificates can take up to 3 weeks to process; please apply with ample time before your event. Last minute requests are not guaranteed to be issued.

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RACE DIRECTORS

EVENT SANCTIONING & INSURANCE

*Please note Sanction Applications can take up to 4 weeks to process. Please apply as early in the year as possible

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STEP 1: Register for Athletics Ontario (Insured) Race Organization Membership 

  • *NOTE* We have simplified the 2026 Race Organization application!

    • All Race Directors "renewing" Race Organizations for the 2026 year whether you were registered in 2025 or not please "START A NEW APPLICATION" 

  • Only annually registered AO Race Organization's events are covered under the AO Insurance policy​

  • If your event does not require insurance proceed directly to STEP 2

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STEP 2: Fill out a  Sanction Application for each race, 

  • Sanction Application fees are waived for Race Organization members

  • AO Sanctioned must abide by the AO Sanction Criteria

  • You will automatically receive an AO Sanction Logo once your application has been reviewed and approved

  • AO Sanction Logos must be placed on your race registration page and/or website and are only good for the year of the application

STEP 3: Apply for an Insurance Certificate - Certificate of Insurance (COI) Request​​​

PLEASE NOTE

  • Please only fill out ONE COI REQUEST PER EVENT, unless mulitple events happen at the exact venue and course.

  • Athletics Ontario Insurance policies renew late March of each year COI's cannot be issued until the AO insurance renewal is complete​

    • For 2026 events held after April 1, 2026:
      Pending COI requests will be held until our policy is renewed in late March
      A Letter of Intent (LOI) can be requested, if absolutely necessary. by: 

  • A Sanction Application must be submitted and approved prior to approving Insurance Certificate requests.

  • Amendments to your insurance applications are time-sensitive. Please complete all applications above as early as possible.​

​
STEP 4: Post Race Submissions

  • RESULTS must be submitted to Athletics Canada (results@athletics.ca) for Athletics Canada Certified Courses , and to Athletics Ontario (sherylpreston@athleticsontario.ca) to review - with the following format.
    - This is necessary in order for results can show up in Athletics Canada National Rankings

    • ​EVENT | PLACE | LAST NAME | FIRST NAME | YOB | CITY | PROVINCE| DISTANCE | GUN TIME | DIV| DIV PLACE| SEX | SEX | PLACE | CHIP TIME

  • PARTICIPANT LISTS must be submitted to Athletics Ontario (roadtrail@athleticsontario.ca) for insurance purposes directly after the conclusion of the event

This list should be inclusive of Name, Date of Birth, city and email address for all participants that started the event.
 
PROVINCIAL SANCTIONING DIFFERS FROM ATHLETICS CANADA CERTIFICATION 

  • Provincial (Athletics Ontario) Sanction: Safety

  • ​Athletics Canada Certification: Course Accuracy


* As of 2025, it is now a requirement that Athletics Canada Certified courses must also hold a valid Athletics Ontario Sanction each year.
 
ATHLETICSREG CUSTOMER SERVICE SUPPORT
Administrators and members may also contact AthleticsReg for questions regarding your account, payments or requirements through the following ways:
In your account, you can explore the online knowledge base to find comprehensive FAQ’s on using the system -Click here.
Email info@athleticsreg.ca
Live on-line chat during the hours of 11:00 am to 7:00 pm EST Monday to Friday.
Phone 1-866-534-2453 (press 1, then 9)

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ATHLETICS CANADA COURSE CERTIFICATION

  1. Check out the Athletics Canada Certified Courses List.

  2. Looking to get your race certified? Check here.

  3. AC Certification - Manuals & Forms

 

For events that are Athletics Canada Certified. CVS/Excel spreadsheets must be submitted to results@athletics.ca for rankings purposes directly after the event.

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Race Director Summit
January 24, 2026

Athletics Ontario proudly hosted the 9th Annual National Race Director Summit, presented by Race Roster, on Saturday, January 24th, 2026, at the stunning Centennial College Event Centre. The day delivered a full slate of high-impact content, including expert-led presentations, interactive breakout sessions, and meaningful knowledge-sharing opportunities specifically designed for race directors and event organizers. With a strong focus on best practices in event planning, safety, marketing, technology, and athlete experience, the summit reinforced a shared goal: equipping race directors with the tools and insights needed to deliver world-class events across Ontario.

 

Athletics Ontario extends sincere thanks to our sponsors and partners whose support was instrumental to the event's success: Race Roster, Athletics Canada, Marathon Printing Inc., Marathon Photos Canada, Surge Activewear, Scimitar Sports, Axis Gear, Henley Financial & Wealth Management Inc., Marsquest, and Chiptime Results.

 

Plans are already underway for next year’s summit. The 2027 event date will be announced here. 

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